WaveRez Waivers are digital liability and information forms that your customers complete before their reservation. When you assign a waiver to a trip, every customer who books that trip automatically receives a unique waiver link by email and SMS shortly after their order is placed. Customers complete the waiver online before arrival or on-site at check-in via QR code, and signed waivers attach directly to the order so your staff can review them during check-in. This article explains how the system works end-to-end so you can plan your setup, train your team, and answer customer questions confidently.
What a Waiver Is in WaveRez
A waiver in WaveRez is a multi-step digital form that you build and assign to one or more trips. The waiver collects whatever information you need from each guest, including personal details, emergency contacts, medical conditions, video acknowledgements, terms and conditions, and a signature. Once a customer books a trip that has a waiver assigned, the system generates a waiver link unique to their order and delivers it to them automatically.
Each waiver has two names. The Waiver name is what you and your team see in the WaveRez admin. It is an internal label used in the Waivers list. The Title is what the customer sees at the top of the waiver page when they fill it out. The Title field on a waiver's Settings tab pre-fills with your business name when you create a new waiver.
Waivers are tied to trips, not to individual orders. When a customer books a trip, the system pins their order to whichever waiver is currently active on that trip at the time of booking. That association does not change later. If you publish a new waiver on the same trip after the customer has already booked, the existing customer keeps the link to the original waiver they were assigned, and only future bookings receive the new one.
The Customer Experience, Start to Finish
Understanding what your customer sees helps you support them when questions come up. Here is the full journey.
Step 1 — The customer books a trip (or it's made internally). The waiver email and SMS are sent automatically. A separate waiver email and a text message are dispatched to the customer in the next batch send, which typically runs within several minutes of the booking. The email contains a "Click here to start your waiver" button, and the text message contains the direct waiver link.
Step 3 — The customer opens the waiver link. The link takes them to the waiver landing page, which shows the trip details, your business contact information, and a card for each person who needs a waiver. The booking customer's card appears with a "Not complete" badge. Other party members appear as a "Check in as a New Guest" option, and any minors associated with the booking customer appear as their own card.
Step 4 — The customer completes their own waiver. They tap their name, work through every step you have configured (name, date of birth, contact info, videos, acknowledgements, signature, and so on), and tap Complete on the signature step. The system autosaves their progress as they go, so if they close the tab partway through, they can return via the same link and pick up where they left off.
Step 5 — Other party members complete their waivers. The booking customer can share the link with everyone else in their party using the Share this link button or QR code on the waiver landing page. Each adult in the party signs as a "New Guest" through the same shared portal. Minors are added by their responsible adult, who fills out the minor's section of their own waiver.
Step 6 — The signed waivers attach to the order. As each guest completes their waiver, their information appears on the order Overview tab in Order Details in the Signed in Guests section. Your staff can see who has completed a waiver, view what they filled in, and check them in for their trip.
What Customers Receive Today
Customers do not currently receive a PDF copy of their completed waiver. After completing their own waiver, they are returned to the multi-guest portal so additional party members can sign. PDF delivery to customers is on the WaveRez product roadmap.
How Waivers Connect to Trips
Every waiver in your account has a Trips list on its Settings tab. This is where you assign the waiver to specific trips. A trip can only have one published waiver active on it at a time. This is enforced when you publish. Draft waivers can have any combination of trips assigned to them, including trips that are also on other waivers, but the conflict needs to be resolved before publishing.
If a trip is currently linked to a Wherewolf waiver or another active WaveRez waiver and you try to publish a new waiver covering the same trip, you will see a conflict modal with three options: cancel the publish, save the new waiver as a draft, or publish and overwrite. The publish-and-overwrite option moves the trip from its previous waiver to the new one.
A trip's currently-assigned waiver is only visible from the Waivers list. There is no waiver field on the Trip's settings page. To verify which waiver is active on a particular trip, navigate to Waivers in the left menu and check which active waiver lists that trip in its assignments.
How Waivers Connect to Orders
When a customer's order is created, the order is pinned to the waiver that was active on its trip at that moment. The waiver link delivered to the customer points specifically at that pinning, not at whatever waiver might be active on the trip later. This pinning is permanent for that order.
This means:
Customers who already booked will continue to use the original waiver they were assigned, even if you publish a new one afterward.
Existing waiver links keep working as long as the original waiver remains in your account, even after you have inactivated it.
New customers booking the same trip will be pinned to the new active waiver.
There is currently no built-in way to push a new waiver to customers who booked under an older one. If you need a previously-booked customer to sign your current waiver, see the article on sending a waiver to an existing customer.
What Your Team Sees on the Order
When you open an order that includes a trip with a waiver, the order Overview displays a Signed in Guests section beneath each trip. Before any guests have signed, this section shows the unique waiver link for that order, a copy button, a QR code button, and the message "No Guest Has Signed A Waiver Yet."
As guests complete their waivers, each one populates as an individual guest card showing their name, date of birth, age, contact info, emergency contact info, and medical conditions. A driver icon appears next to any guest who indicated they would be driving. If multiple guests in a party are drivers, all of them display the icon. Each guest card has a View Waiver button to see their full filled-out waiver including signature and any uploaded driver's license photo, and a Checked in checkbox for staff to mark them as checked in for the trip.
If you need to share the waiver link with a customer in the moment, for example a walk-in or someone who says they did not receive their email, the QR code and copy-link buttons in the Signed in Guests section give you the same link the system originally delivered.
Where to Find Your Waivers in the Admin
The Waivers section in the left navigation contains four pages.
Waivers is your full list of every waiver in the account, organized by Active and Inactive tabs. Each waiver shows its name, creation date, status (in progress, published, or deactivated), and assigned trips.
Completed waivers is every waiver submission across all your orders, filterable by trip and arrival date. Click any submission to view the full filled-out waiver in a popup.
Terms & Custom Steps is reusable content templates (terms and conditions, acknowledgements, video acknowledgements, custom steps) that you build once and pull into your waivers during creation.
Checklists is a separate feature for crew checklists, covered in its own article.
What Currently Cannot Be Done
A few things that may come up in your workflow are not currently supported and worth knowing about up front:
A published waiver's form structure cannot be edited. To make changes, you create a new waiver. The Trip assignments on a published waiver can still be changed.
There is no in-system button to resend a waiver email to a customer. You can copy the link from the order Overview and send it through your own email or SMS.
Completed waivers cannot currently be exported, downloaded as PDFs, or deleted. Submitted waivers remain in your account.
The Manifest does not currently display waiver completion status. To check who has signed, view the order's Signed in Guests section.
These items are part of the WaveRez product roadmap.